Pharmacy Benefits Services | Wichita |

Sources Sought Notice: This is not a request for formal proposals or quotes, it does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potentially qualified businesses interested in and capable of providing the required services. Documentation of technical expertise must be presented in sufficient detail for the government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone and email (e) UEI number (f) Cage Code (g) Type of small business, e.g., Services Disabled Veteran Owned Small Business, Veteran-Owned Small Business, 8(a), HUBZone, Women Owned Small Business, Small Disadvantaged Business, Small Business, or Large Business; and (h) Capability statement that addresses the organization s qualifications and ability to perform as a contractor for the work described below. This Sources Sought is for Robert J. Dole VA Medical Center, 5500 E. Kellogg Avenue, Wichita, KS who have a requirement for contractor provided third party pharmacy benefit services to support a First Fill Prescription Voucher Program serving eligible Veterans. This program provides first or urgent fill prescriptions when VA pharmacies are unable or impractical to dispense medications, such as after hours emergency room visits, time sensitive medications from Community Based Outpatient Clinics (CBOCs), Home Based Primary Care (HBPC), or telehealth appointments. The NAICS Code is 527292 (Pharmacy Benefit Management and Other Third-Party Administration of Insurance and Pension Funds) with a Small Business size standard of $45.5 million. SDVOSB/VOSB vendors must be registered in the SBA VetCert database. Offerors capable of providing this service shall notify the Contract Specialist no later than (NLT) October 12, 2026, 1:00 pm CST via email at [email protected] All information is to be submitted via email to: [email protected]. Phone calls will not be accepted. Performance Work Statement First Fill Prescription Voucher Program Pharmacy Benefit Services 1. Introduction The Veterans Health Administration (VHA) has a requirement for contractor provided third party pharmacy benefit services to support a First Fill Prescription Voucher Program serving eligible Veterans. This program provides first or urgent fill prescriptions when VA pharmacies are unable or impractical to dispense medications, such as after hours emergency room visits, time sensitive medications from Community Based Outpatient Clinics (CBOCs), Home Based Primary Care (HBPC), or telehealth appointments. The purpose of this Performance Work Statement (PWS) is to define the scope, objectives, tasks, deliverables, performance standards, and reporting requirements for the contractor s provision of pharmacy benefit services under this program. 2. Scope of Work The contractor shall provide all personnel, pharmacy network locations, systems, tools, and non personal services necessary to perform first and urgent fill outpatient pharmacy services for eligible VA beneficiaries assigned to the Robert J. Dole VA Medical Center (RJDVAMC) located at 5500 E. Kellogg Dr, Wichita, KS, associated CBOCs, and HBPC programs, as well as additional facilities added during the term of this contract. The scope of work includes, at a minimum: Dispensing new prescriptions written by authorized VA providers, with no refills. Maintaining a geographically accessible pharmacy network with extended and after hours operating times. Adhering to VA provided emergency medication formulary lists and applicable federal and state laws, regulations, and VA policies. Providing required reporting, data, and documentation to support billing, quality assurance, performance measurement, and compliance. 3. Technical Requirements A. Pharmacy Services and Operations The contractor shall: Dispense prescriptions only for eligible VA beneficiaries presenting a VA issued ID card, at designated network pharmacies. Dispense only new prescriptions written by authorized VA providers (RJDVA, CBOC, HBPC), with no refills permitted under this program. Maintain operating hours that include 24 hour locations and extended evening/weekend access, at a minimum Monday through Sunday coverage, including federal holidays. Limit the maximum day supply to 10 days for most medications, and up to 14 days for antibiotics/antibacterial agents unless otherwise authorized under emergency conditions. Dispense generic medications to the extent permitted by law, using AB rated generics that meet all federal and state requirements, and selecting the least expensive product in stock that meets clinical requirements. Prescriptions must be provided in written form by authorized providers, and dispensing pharmacies must be able to accept and process written prescriptions. B. Formulary Management The contractor shall: Adhere strictly to the VA Emergency Medication Formulary List, dispensing only legend drugs on the approved list unless prior authorization is obtained from the VA Chief of Pharmacy or designee. Provide real time messaging and hard edits within the pharmacy systems to prevent dispensing of non formulary or prior authorization medications without VA approval. Maintain and implement a mechanism to receive formulary updates from VA and to update pharmacy systems accordingly in a timely manner. C. Records, Confidentiality, and Compliance The contractor and contract pharmacies shall: Maintain electronic records of all VA prescriptions filled, including patient signatures for each prescription received. Protect the confidentiality of all VA beneficiary information and comply with the Privacy Act of 1974, HIPAA, and all applicable federal and state privacy and security requirements. Ensure no patient information is stored on mobile devices and that access to VA information systems is restricted to personnel with appropriate background investigations and training, in accordance with VA directives. All protected health information and sensitive personal information shall be handled in accordance with VA directives, 45 CFR Part 164, and applicable VA handbooks and policies. D. Quality of Service and Counseling The contractor shall: Provide high quality service for patients and providers, with an account management team that communicates directly with the VA Contracting Officer s Representative (COR)/Facility POC to address and promptly resolve issues. Offer pharmacist counseling to ensure optimal outcomes from drug therapy, including medication name and use, dose and route, precautions, common side effects and actions, self monitoring techniques, missed dose instructions, and proper storage. 4. Delivery & Location Information Services shall be provided to VA beneficiaries associated with: Robert J. Dole VA Medical Center and designated Community Based Outpatient Clinics (CBOCs) and HBPC programs within the primary service area and additional areas added during the contract term. The contractor shall provide and maintain a list of participating pharmacies that are: Geographically accessible to RJDVA and each CBOC. Handicapped accessible. Equipped with accessible weekday, weekend, and evening hours, including drive through windows where available. The list shall include, at a minimum: facility name and address, pharmacy name and address, phone/fax, pharmacists names and license numbers with expiration dates, accessibility status, distance from VA facilities, availability of drive up windows, hours and days of operation, and normal waiting times. 5. Security Requirements Contractor and subcontractor personnel requiring access to VA information and information systems must comply with VA, federal, and state security and privacy requirements, including VA Directive and Handbook 0710 (Personnel Suitability and Security Program), applicable cyber security and privacy training, and VA Rules of Behavior. The contractor shall: Request logical or physical access to VA information systems only to the extent necessary to perform contract services. Notify the ordering Contracting Officer immediately when personnel with access to VA information or systems are reassigned or separated, including unfriendly terminations. Report all known or suspected security or privacy incidents, including data breaches involving sensitive personal information, to the ordering Contracting Officer, ISO, and Privacy Officer in accordance with VA policy and any applicable Business Associate Agreement. Where required, the contractor shall be liable for liquidated damages in the event of data breaches involving sensitive personal information, as specified by 38 U.S.C. §5725 and VA contract provisions. 6. Period of Performance Base Year: 01/04/2027 01/03/2028 Option Year 1: 01/04/2028 01/03/2029 Option Year 2: 01/04/2029 01/03/2030 Exercise of option years shall be at the Government s discretion, based on continued need, contractor performance, and availability of funds. 7. Work Hours Pharmacy services under this program must be available: Through a network that includes 24 hour pharmacies providing coverage Monday through Sunday, including weekends and federal holidays. Through additional pharmacies open at least Monday through Saturday from 8:00 a.m. to 9:00 p.m. local time, or as specified by the VA for accessibility. 8. VA Points of Contact The contractor shall designate a program manager (Primary and Alternate) and provide contact information to the CO and Facility POC within five (5) days of contract award. 9. Installation and Cleanup Not applicable; services under this PWS relate to pharmacy benefit administration and dispensing rather than physical installation of equipment. Any on site activities at VA or pharmacy locations shall be conducted in a manner that does not disrupt normal operations and comply with VA safety and housekeeping requirements. 10. Training All contractor and subcontractor employees requiring access to VA information or information systems shall: Complete VA Cyber Security Awareness and Rules of Behavior training and annual refresher training. Complete appropriate VA privacy training and any role based information security training required, with documentation of completion provided to the ordering CO or representative within one week of contract initiation and annually thereafter. Failure to maintain current training and signed Rules of Behavior may result in suspension or termination of physical or electronic access and removal from contract work. 11. Warranty and Maintenance Service Not applicable for physical products; however, the contractor shall maintain all pharmacy benefit management systems, data interfaces, and reporting tools used to support this program in good working order and ensure continuous, reliable operation. System maintenance must not compromise data integrity, privacy, or availability of service to VA beneficiaries. 12. Performance Metrics and Quality Control The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices, The Joint Commission standards, VA handbooks and directives, and all applicable laws and regulations. Key performance areas include: Accuracy and timeliness of dispensing and documentation. Compliance with formulary and prior authorization requirements. Responsiveness to VA inquiries and corrective actions. Patient counseling and service quality. The Facility POC may monitor performance through observation, inspection of services, record review, and assessment of complaints. When unacceptable performance occurs, the POC may issue a Contract Discrepancy Report (C…